HubSpot FAQ
1. How are the deal close dates updated?
The deal close date property updated in HubSpot depends on the state of the subscription.
The table below describes this in detail.
| Subscription state at the time of first sync | Deal stage selected in the setting | Deal's close date |
|---|---|---|
| Future | Any stage other than 'Closed Won' | Subscription start date |
| - | Closed Won | Subscription create date |
| Active or Non renewing | Any stage | Subscription create date |
| In trial | Any stage other than Closed Won | Trial end date |
| - | Closed Won | Subscription create date |
| - | Do not sync in trial subscriptions | Subscription won't sync |
| Any other subscription state | N/A | Subscription won't sync |
2. Will there be any impact on the deal close date property when there is a change in the subscription state?
Yes, the subscription state determines the deal close date that is updated in HubSpot. Refer to the previous faq to know more.
The below table explains the impact in detail.
| Subscription's state at the time of first sync | Subscription's new state at the time of subsequent sync | Deal Close date |
|---|---|---|
| Future | In trial | Deal close date is not set. |
| Future | Active | Subscription start date if the deal is not closed. Suppose if the deal is already closed before the sync, then there is no change. |
| Future | Non-renewing | Subscription create date is set. |
| Future | Canceled | Deal close date is not set. |
| In trial | Active | Subscription activated date is set. |
| In trial | Non-renewing | Subscription create date is set. |
| In trial | Canceled | Deal close date is not set. |
| Active | Non-renewing | Deal close date is not set. |
| Active | Paused | Deal close date is not set. |
| Active | Canceled | Deal close date is not set. |
| Paused | Active | Subscription create date is set. |
| Paused | Non-renewing | Subscription create date is set. |
| Paused | Canceled | Deal close date is not set. |
| Non-renewing | Active | Deal close date is not set. |
| Non-renewing | Canceled | Deal close date is not set. |
| Canceled | Active | Subscription create date Note: The 'Subscription create date' is set only if the canceled subscription did not have a deal in HubSpot at the time of the sync. |
| Canceled | Non-renewing | Subscription create date Note: The 'Subscription create date' is set only if the canceled subscription did not have a deal in HubSpot at the time of the sync. |
3. What is a future subscription in Chargebee? How are the corresponding deals for Future subscriptions created in HubSpot?
Future Subscriptions are subscriptions whose start date is in the future. To sync the information of future subscriptions, enable the option ‘Create/update deals in HubSpot for subscriptions that are in future' and then select the deal stage for the subscription in HubSpot. How the information of the future subscriptions get synced directly depends on the configuration of the setting ‘When a subscription is created in Chargebee'.
If you have selected the option:
- Create a deal: A new deal is created for future subscription with the pipeline and deal stage selected in the setting.
-
Update a new deal: the integration checks for an existing deal and updates it with the deal stage selected in the setting. If there are no open deals, then the action configured for ‘If there are no open deals' takes place.
-
Do nothing: does not create a deal
Chargebee creates and updates deals in HubSpot for future subscriptions depending on their state at the time of the sync.
For example, the deal stage selected for
- Future is Contract Sent
- In trial is Qualified to buy
- Active/Non-renewing is closed Won
| Subscription's state at the time of first sync | Subscription's new state at the time of subsequent sync | Deal behavior |
|---|---|---|
| Future | In trial | Deal is first created in the stage 'Contract Sent' and then updated to 'Qualified to buy'. |
| Future | Active | Deal is first created in the stage 'Contract Sent' and then updated to 'Closed Won'. |
| Future | Non-renewing | Deal is first created in the stage 'Contract Sent' and then updated to 'Closed Won'. |
| Future | Canceled | Deal is first created in the stage 'Contract Sent'. Only the subscription-related custom properties on the deal are updated. The standard deal properties, such as stage, are not updated. |
4. How does the integration handle syncing of failed records?
The Chargebee-HubSpot integration syncs failed records only once every 24 hours. Syncing all failed records during the hourly sync could increase the bandwidth and delay syncing the rest of the records (error-free).
During the hourly sync, the integration updates:
- all the new subscriptions and customers that are created.
- the subscriptions and the customers that have been edited or updated after the previous sync.
For example, the integration identifies 50 failed records on 1 October 2020, at 12 AM, then during the next hourly sync (at 1 AM):
- The integration will sync all the customers and subscriptions that were created after the previous sync.
- Any customer or subscription that was updated after the previous sync (between 12 AM to 1 AM).
- The customers and subscriptions that were updated from the 50 failed records. Suppose 10 of the 50 records were updated. The integration syncs only those 10 records during the next hourly sync. If the remaining 40 records are updated, they are synced during the following hourly syncs. If they are not updated, Chargebee tries to sync them again on 2 October 2020, at 12 AM.
This is the case only for auto sync. You can perform the manual sync anytime by clicking the Settings > Configure Chargebee > HubSpot > Sync now.
5. How are deal line items and deal amount updated after a subscription syncs?
When a subscription syncs to a HubSpot deal, Chargebee works in sequence:
- Create or update the deal and subscription properties.
- Create or update line items on the deal so they reflect the subscription items.
- Refresh the deal amount using the value you selected under Select value for deal amount in Sync Rules for Deals.
HubSpot recalculates deal amount from line items asynchronously. Chargebee schedules the amount refresh shortly after line items are written so the amount field can catch up to your configured metric (MRR, recurring revenue, and so on).
If line items or the amount step did not complete during an earlier sync, Chargebee retries from the last incomplete step on the next sync instead of repeating work that already succeeded.
6. What happens when a contact, company, or deal is deleted in HubSpot?
When automatic HubSpot deletion handling is enabled for your site, Chargebee clears the integration mapping for the deleted HubSpot record so Chargebee stops syncing to that id, except on multi-site portals for contact.privacyDeletion events (Chargebee logs the event and leaves the mapping unchanged). See When a HubSpot record is deleted for single-site versus multi-site behavior, deal quote links, and contact.privacyDeletion on multi-site portals.
If deletion handling is not enabled, mappings stay in place and sync errors can occur until you use Redirect Sync on the sync dashboard or restore the HubSpot record.
7. What happens when I delete a Chargebee customer that was linked from HubSpot?
In the sales-driven flow (creating customers and subscriptions from HubSpot), deleting the Chargebee customer clears Chargebee-owned properties on the linked HubSpot contact and company and removes the customer mapping in Chargebee.
If several Chargebee customers map to the same HubSpot company (many-to-one company mapping), deleting one customer clears that customer's company mapping. When other customers still map to the same company, Chargebee updates the company with the next linked customer's properties instead of clearing the company record.